In this guide
How should an agency migrate its SimpleTalk clients?
Plan the client portfolio together, then move it in small groups. First cover clients with an active service problem. Choose one accessible, representative workflow to test the migration process. Check each client's numbers, calendars, permissions and business information separately, even when agents share a template. Expand after that client's owner approves the result.
Key points
- Keep a separate record of each client's access and open work.
- Start with urgent coverage and one representative test migration.
- Check client-specific numbers, calendars and knowledge before each launch.
Put every client on one working list
List each client or independently run location, the workflow they need and the person who can approve changes. Mark which accounts you can access and what you still need from them.
Shared prompts do not mean shared setup. Numbers, hours, calendars, offers and CRM permissions can differ. Use the client list to keep those details attached to the right business.
| For each client | Write down |
|---|---|
| Critical workflow | Business result, affected volume and impact of interruption |
| Account access | Authorized CRM, carrier and calendar administrators |
| Configuration | Shared template plus client-specific business rules |
| Numbers | Holder, current route, usage and migration dependency |
| Open obligations | Callbacks, appointments and active campaign state |
| Commercial scope | Current usage basis and agreed destination proposal |
| Acceptance owner | Who reviews calls, approves the move and handles exceptions |
Choose the order of the move
A client with failed calls needs coverage now. A client with available account access and a clear workflow may be the better first migration test. Handle those two needs in parallel.
Group later clients by similar connections, but check the differences inside each group. This lets your team reuse the process without copying the wrong business details.
Cover urgent clients
Arrange a working fallback and assign missed calls or appointments to a person.
Choose the first migration
Pick a representative workflow with the required access and a client owner available to review it.
Save the repeatable setup
Record the shared configuration, permissions, test calls and details that must change for each client.
Move the next small group
Verify each client's number, calendar, knowledge and rules before switching its traffic.
Finish each client properly
Check waiting work, confirm support ownership and stop old triggers that should no longer run.
Check the details that must never cross clients
A good conversation with the wrong calendar or transfer number is still a failed move. For every client, check the chain from number and agent to CRM location, calendar and result record.
Use test contacts for that client. Confirm the agent uses the correct business name, offer, service area and hours. Check who can see results and change the configuration.
Keep client-specific values clearly separate from the shared template. When you change the shared instructions, review the affected behavior before rolling it across more clients.
Tell clients what they need to know
Give each client four things: the observed impact, current coverage, anything you need from them and the next checkpoint. Describe their actual situation rather than assuming a provider-wide failure.
When asking them to approve the move, show the tested workflow, the planned traffic change and the fallback. Keep a record of the version they accepted.
Review your client agreement separately from the upstream provider bill. A lower calling rate does not automatically determine what you charge a client.
Bring the client list to Assistable
Start with the portfolio list and one representative workflow. We can use them to plan the first group, required connections and client-by-client checks.
The proposal should distinguish shared implementation work from individual exceptions and name who supports each client after launch.
Common questions
Should I move all clients at once?
Plan them together, then choose small rollout groups based on urgency, access and similar workflows. Approve each client's own number, calendar and business details before moving calls.
Can I reuse one agent template?
Yes, where the business logic is shared. Keep client-specific values separate and test knowledge, calendars, transfer numbers and permissions for each client.
What should a client approve?
The workflow being moved, its demonstrated result, the accounts needed, the traffic change, fallback and commercial terms. Keep the approved version with the client's record.
Sources & review notes
Reviewed October 5, 2026. This guide is published by Assistable.ai. Confirm account-specific access, pricing and service information directly with the relevant provider.
- SimpleTalk technical overview
SimpleTalk documentation for existing calling and CRM workflows. The portfolio checklist helps you plan each client's move.
- Assistable pricing